Room Parents

Do you want to help plan class parties?  Look for sign-up sheets at the PTO table during Back to School Night.


Belmont PTO Party Planning Basics:

  • In general EC parties are 10:45-11:15 or 2:45-3:15 and Elementary parties are 3:00-3:30.
    • Plan on about 30 minutes of fun followed by 5-10 minutes for clean-up
  • Party Planners are allowed about 15 minutes for set up before the party.  Parents who are just attending can arrive about 5 minutes before the party. 
  • Sign Up Genius is a free & easy online resource to help coordinate volunteers & donations for parties.  http://www.signupgenius.com/
  • Classroom teachers are always helpful about including party information in their newsletters or classroom emails, but they are not allowed to forward your email to their parent list. Please plan ahead and send it with enough time that they can include it with their weekly communication.  Include your contact information so parents know to contact the party planner, and not the teacher, with questions.  You may also use the emails provided in the student directory to communicate directly with parents. Additionally, a flyer with party information and your contact information may be sent home with each student.
  • During the party, balance time for eating, crafts and activities.  Consider dividing into groups and rotating to save time.
  • Wipe off tables, throw away trash & please ask teacher before leaving treats or party items.

Treats/Snacks – CLASSROOMS WITH FOOD ALLERGIES: 

  • PTO room parent(s) will be provided a list of food restrictions.
  • Communicate food restrictions to parents and the importance of ensuring food is safe for all students. Include restriction reminders on the Sign-up Genius and in all party communications.
  • When necessary, include the specific brand on the party sign-ups.
  • Remind parents that all non-perishable party items are due the day before the party.  This allows all items to be checked for safety.  Items that arrive the day of the party must be checked for safety before being served.
  • Only food & drinks requested on the sign-up genius or coordinated with the room parent can be served during class parties. Other items may be saved for another use at teacher’s discretion.
  • Please don’t hesitate to contact the school nurse with questions.  When it comes to the safety of students there are no dumb questions.

 Treat/Snacks – ALL CLASSROOMS

  • Balance quantity and quality of treats.
  • Balance sweet treats with healthier options such as fruit, salty treats.
  • Remember to request napkins, plates, and plasticware (if needed)
  • Only food & drinks requested on the sign-up genius or coordinated with the room parent can be served during class parties. Other items may be saved for another use at teacher’s discretion.


Activities & Crafts

  • Options are limitless. Pinterest.com has great ideas to jump start your planning.
  • Space is limited in classrooms.  Use of pod area or outside may be possible if requested and approved prior to the party

Sample Letter for a Classroom with Food Restrictions

My name is __________ and I’m the room parent for _________’s class.  I’ve been hard at work planning a fun party & now its your turn to help.  Here is the link to the party sign up genius: www.signupgenius.com

 All items are due to the school the day before the party.  If you sign up for a food item, make note if I have listed a specific brand.  If there is a specific brand, it is listed because other brands of the same food contain a food allergen.  The following food(s) are unsafe for our party: ___________________.  

As a PTO volunteer, my responsibility is to coordinate a fun and safe party for all students.  The PTO with the administration have these new safeguards in place:

1.        All non-perishable food items are due to the school at least one day before the party.  Please label clearly with the name used on Sign-Up Genius. 

2.        Perishable food items arriving the day of the party should be clearly labeled with the name used on the Sign-Up Genius & will be checked to ensure safety before being served.

3.        Only the food requested on the Sign-Up Genius or coordinated with the room parent will be served during Class Parties.  Any additional items sent in may be saved for another use at the teacher’s discretion, if they are safe for the classroom.

Sample Letter for a Classroom without Food restrictions

My name is __________ and I’m the room parent for _________’s class.  I’ve been hard at work planning a fun party & now its your turn to help.  Here is the link to the party sign up genius: www.signupgenius.com

As a PTO volunteer, my responsibility is to coordinate a fun and safe party for all students.  The PTO with the administration have these new safeguards in place:

1.        When sending in items please label clearly with the name used on Sign-Up Genius.

2.        Only the food requested on the Sign-Up Genius or coordinated with the room parent will be served during Class Parties. Any additional items sent in may be saved for another use at the teacher’s discretion.


Did you know that you can now order class party and birthday treats through Student Nutrition?

Its a great way to send in a birthday treat.  Try ordering from Crew 232 Catering and let the district’s Student Nutrition team prepare your choice of treat from their Classroom Catering Menu.  They even make sure the treats are safe for students with food allergies by ‘consulting with the school nurse to make all necessary substitutions for food allergies and intolerance’.

Birthday or Class Party Treats can be ordered from Crew 232 Catering a minimum of one week in advance.

Click here for the Classroom Catering Menu and additional information.  Download the Order Form here.